Company Secretarial

Company Registration

We provide advice and services on an extensive scope of corporate matters including incorporation of private and public companies, establishment of foreign branch companies, representative offices and regional offices, company limited by guarantees and non-profit organizations.

Corporate Advisory and Company Secretarial Services

We also offer advisory services on compliance requirements and corporate governance; maintaining statutory records; filing of returns to the relevant authorities; attending and preparing of minutes for Directors and shareholders meetings; providing local Directors and nominee shareholders; providing virtual office services and registered office. Every Company incorporated in Malaysia must appoint a Company Secretary within 30 days from incorporation. Failure to do so would entail penalty from Companies Commission of Malaysia. We are qualified professionals to be appointed as Company Secretary pursuant to the Companies Act 2016.

Ensure Compliance with Statutory Requirements

The company secretary acts as an official liaison officer for your company as they are the bridge between the company and the Companies Commission of Malaysia or known locally as Suruhanjaya Syarikat Malaysia (SSM). Under the statute of Malaysia’s Companies Act 2016, the company secretary will assist in the preparation and submission of company’ statutory returns to SSM.

Advisor to the Company

In general, company secretaries are present for general advisory services to make sure that all company records are kept and updated properly in accordance with the current legislation in Malaysia.

Corporate Governance

In general, company secretaries are present for general advisory services to make sure that all company records are kept and updated properly in accordance with the current legislation in Malaysia.

Shareholder Communication

Communicating with the shareholders (i.e. through circulars), payment of dividends and interest, issuing documentation regarding rights issues and capitalization issues, general shareholder relations and relations with institutional shareholders and their investment protection committees.

General Meetings

Originating and obtaining internal and external agreement to all documentation for circulation to shareholders; co-coordinating the administration and attending of meetings, taking minutes and ensuring that correct procedures are followed.

SSM Compliance Alert and Reminders

Grandhill will assist to take care of your deadlines on filing with compliance the details, assist to remind you of any requirements and you just need to focus on your business

The Company Secretary plays a very vital role as an adviser to the Company and its Board of Directors who seek to derive financial returns for its stakeholders while responding to perceived pressures from the competitive business environment.

It is a requirement under the Malaysian Companies Act for every company to have at least one ( 1 ) qualified Company Secretary. He or she must be a qualified person as prescribed under Section 235 of the Companies Act 2016 of Malaysia.

Our nominee shall act as named Company Secretary for your Company and undertake the onerous duties and responsibilities as an officer of the Company under the relevant corporate legislation.

Choose Your Plan

Transfer-In
Standard Package

RM600*

Per year

  • Free 6 months Retainer Fees**
  • Appointment/Resignation of Directors/Secretary/Auditors/ Corporate Representative
  • Change in officers’ particulars
  • Provision of registered address
  • Change of business address
  • Change of financial year end
  • Allotment/Transfer of Shares
  • All standard Directors’ and Members’ Resolutions

**Retainer fees:

ONLY RM600/year (Advanced Payment) or
RM960/year (Quarterly Payment)

Transfer-In
Premium Package

RM1,800*

Per year

  • Free 3 months Retainer Fees**
  • Appointment/Resignation of Directors/Secretary/Auditors/ Corporate Representative
  • Change in officers’ particulars
  • Provision of registered address
  • Change of business address
  • Change of financial year end
  • Allotment/Transfer of Shares
  • All standard Directors’ and Members’ Resolutions
  • Annual Return & Audited Financial Statements Submission services

**Retainer fees:

 ONLY RM1,800/year (Advance Payment)

Company Incorporation
(Private Limited)

RM1,899*

Per YEAR

  • Free 6 months Retainer Fees**
  • 3 proposed company name reservations
  • Registration fees & filling with CCM
  • Certificate of Incorporation
  • Statutory records including registers and minutes book
  • Resolution of the First Board of Directors’ Meeting
  • Resolution of the Appointment of First Secretaries
  • Resolution to open bank account
  • Free first five (5) sets of Certified True Copy documents

**Retainer fees:

ONLY RM600/year (Advanced Payment) or
RM960/year (Quarterly Payment)

Additional Tasks and Charges

From RM50 - RM200

  • Administration/ Company Officers/ Auditors
  • Changes in business information, appointment and resignation of Directors, notification of changes on Auditors
  • Change of company name/Adoption or alteration of Constitution/M&A

From RM150 - RM300

  • Share & Capital Maintenance
  • Declaration of Dvidend
  • Return of Allotments
  • Transfer of shares (excludes stamp duty payable)

RM600 Only (SSM Fees Included)

  • Annual Filling on Accounts and Returns of Company (*Filling fee payables to CCM included)
  • Preparation and filling on Annual Return
  • Circulation of Auditors Financial Statements and submission

RM1,000 per Meeting

  • Attendance at the general meeting

Frequently Asked Questions

Registration of Company

The Private limited company is the most popular business entity in Malaysia. which has a separate legal status from that of its shareholders (i.e. a company that can acquire assets, go into debt, enter into agreements, as well as to sue or be sued in its own name).

 

All sdn bhd companies will be incorporated with the Companies Commission of Malaysia (Suruhanjaya Syarikat Malaysia or SSM in Malaysia), SSM Malaysia is a statutory body which regulates companies and businesses.

In order to register new sdn bhd company in Malaysia, you must engage a company secretary to go through the whole company registration process.

Currently, all companies can only be incorporated via SSM MyCoID system (www.ssm-mycoid.com.my) and this program is only open to registered company secretary.

Also, you need to appoint a company secretary to the Board as required by the Companies Act 2016.

The requirements to form a Company are:

  1. At least one proposed company’s name;
  2. Minimum of one Malaysia resident directors;
  3. Minimum of one shareholders and minimum paid up capital of RM; and
  4. A qualified company secretary.
  1. Proposed name of the New Company
  2. Business activities of the New Company (max 3)
  3. Photocopy I/C (Malaysian) or Passport (Foreigner) of all directors & shareholders.
  4. Residential addresses (if these are different from I/C), email address, business occupation of all directors & shareholders
  5. Information of Paid-up capital of the Company (Min. RM1)
  6. Share structure of the New Company (percentage of shareholding by each shareholders)

Incorporation procedure and documents to be lodged with SSM

  1. Checking for the availability of the name and reservation of company name
  2. Filling in information about the company – ‘Super Form’, information about the company included:-
  3. Declaration of compliance and payment of incorporation fee
  4. Post incorporation upon issuance of Notice of Registration with a registration number given
  5. Appoint our qualified professional member to act as your Company Secretary

Based on Grandhill’s past experiences dealing with SSM, the entire incorporation process will take averagely 3 working days from the date that directors & shareholders sign the incorporation documents.


Please note that the incorporation timeline is very dependent on the accuracy and completeness of information and documents and also subject to the availability & stability of SSM’s MyCoID online system.

After your Malaysia company has been setup, you can start your business activities immediately. However, you may need to do some or all of the following if applicable to you:

  1. Open Bank Account
  2. If your business requires one or more licenses and intend to hire employees, you may need to obtain the relevant licenses and register for the accounts with relevant authorities before you can commence your business.

To maintain a private limited (Sdn Bhd) Malaysia, the following are the few routine compliance matters that one needs to be aware of. Grandhill will assist to take care of your deadlines on filing with compliance the details, assist to remind you of any requirements and  you just need to focus on your business:-

1. Financial year determination
You will need to decide on your company’s fiscal year end, which can be any date within 18 months from the date of incorporation of your Company. You will need to keep track of your income and expenses (bookkeeping) according to Malaysia accounting standards. Depending upon the volume of transactions, we can provide bookkeeping services either on a weekly, monthly, quarterly or yearly accounting basis.

2. Annual Return
No later than 30 days from the anniversary of their incorporation date, Private Limited Companies (Sdn Bhd) must lodge an annual return for each calendar year with the SSM consisting of general information including registered office address, nature of its business, particulars of indebtedness, company’s directors and secretary, auditors and list of its members.

3. Audited Financial Statements
It is a mandatory requirement that each company must prepare its financial statements. The financial statement has to be audited by approved auditors in Malaysia within eighteen months from the date of its incorporation (and in subsequent years – within six months of its financial year-end).

These audited financial statements must be independently certified by government-approved auditors, and circulated to all Shareholders within 6 months of the financial year end, and, thereafter, be lodged to SSM within 30 days from when these statements are circulated to all Shareholders.

4. Tax filing
The filing of company’s tax return has to be done to IRB within seven months from the financial year end.

Director

  1. Full age (18 years old)
    2. He is not an undischarged bankrupt;
    3. He has not been convicted whether within or without Malaysia of any offence;
    4. He has not been imprisoned for any offence within the period of five years immediately preceding the date of his appointment;

Company directors are appointed to manage a company’s business and affairs in accordance with the company’s Constitution and the law. They are to make decisions and determine policies to be put in place for the company, then see to it that they are implemented. 

Directors are also to prepare and file any required statutory documents with the agencies which require such documents from companies. They also call meetings including annual meetings of shareholders, annual general meetings (AGMs), and extraordinary general meetings (EGMs). Directors also maintain and keep records. One other duty of a director is brokering contracts with lenders, suppliers, and others who interact with the company.

A foreigner can be appointed as a directors provided he has fulfilled the requirements under Section 196(1) of the Companies Act, 2016 and is not disqualified from being a director. Please note that a foreigner would be considered as resident director if his principal place or only place of residence within Malaysia i.e. he has employment pass or permanent resident pass in Malaysia.

Shareholder

Shareholders and directors have two completely different roles in a company. The shareholders (also called members) own the company by owning its shares and the directors manage it.

However, is that the same person can be both a shareholder and director. This means that you can set up and manage a company on your own.

The shareholders’ may exert a significant indirect influence by exercising the rights and powers available to them to direct the company’s Board of Directors for the management of the company.

Common shareholders are granted six rights: voting power, ownership, the right to transfer ownership, dividends, the right to inspect corporate documents, and the right to sue for wrongful acts and any others rights accorded by the Companies Act 2016, the Constitution and shareholders’ agreement (if any).

A shareholder of a Company (Sdn Bhd), is not liable for the company’s obligation (liabilities). The liability of the shareholder is limited to any amount unpaid on the shares held by him in the event of winding up.

Company Secretary

The requirements for a Malaysia company secretary are set out by the Companies Act 2016 as following :-  

  • A human person of at least 18 years of age and with his principal or only place of residence in Malaysia
  • The individual should not be in a bankrupt situation or a convict of any
  • He or she should be aware of the Memorandum and Articles of Association/ Constitution of the company.
  • The company secretary should have deep knowledge and understanding of Malaysian company securities laws and regulations.
  • He or she should ensure correct procedures are followed and adhere to it in accordance with the Malaysian Companies Act 2016
  • The company secretary should have an understanding of “The Company Secretary’s Code of Ethics”  issued  by the Companies Commission of Malaysia
  • A member a professional body approved by the Ministry, or a licensed secretary granted by the SSM Malaysia (Companies Commission of Malaysia, CCM) pursuant the Companies Act.
  • Acting as officer and advisor to the board of directors and members 
  • Ensuring the company’s directors are not operating against any of the local laws 
  • Ensuring compliance with the Companies Act 2016
  • Assisting with the update changes of the company to SSM by lodging the necessary forms and documents
  • Maintaining, keeping and updating of statutory records 
  • To handle all paperwork, statutory documents and procedural matters which involve the running of a company.
  • Reviewing any new developments related to corporate governance 

Others

Because there’s not much for a Corporate Secretary officer to do in a small office all year round. Corporate Secretary services are only needed during preparation of AGM and filling of annual returns once a year. Outsourcing this may be more cost-effective for your business. 

All you have to do is notify your existing secretary and pay all your outstanding invoices. We will take it from there by doing the following:

  1. Communicate with your existing Company secretary
  2. Prepare the appointment of new company secretary as well as the change of registered address
  3. Submit the relevant documents to Suruhanjaya Syarikat Malaysia (SSM)
  4. Collect all statutory and company documents from your existing secretary and update the company statutory records

You shall exclusively appoint our panel of Auditor & Tax Agents.

Fees are not inclusive of SST and disbursement specifically incurred for the task.

Our Services

> Company Secretarial

> Audit and Assurance

> Tax Compliance & Advisory

> Global Business Outsourcing

> Legal Support

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Grandhill Corporate Service Sdn. Bhd.200901023518 (866617-A)

Call or WhatsApp Us:
010-219 3088

Visit Us:
B-5-1, Block B5, Level 1, Setiawalk, Persiaran Wawasan, 47160, Puchong, Selangor

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